Virtual Assistant Invoice Template
Retainer hours, overage, task breakdown and pass-through costs. Free PDF, no sign-up.
A virtual assistant is bought as a block of hours and used as a stream of small favours, which makes the retainer feel invisible and the overage feel like a surprise. Showing the hours drawn against the block, and what they went into, turns the monthly invoice into the report the client did not think to ask for.
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INVOICE
Issued
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Issued by
Priyanka Sethi Virtual Support
5 Cadence Court 83702 Boise, ID United States hello@sethivirtual.example |
Bill to
Fernhill Coaching Ltd.
60 Summit Avenue 97702 Bend, OR United States admin@fernhillcoaching.example |
| Description | Qty | Rate | Tax | Amount |
|---|---|---|---|---|
Monthly retainer — 20 hours Inbox, scheduling and client onboarding | 1 | $900.00 | — | $900.00 |
Overage hours Six hours above the retainer block | 6 | $58.00 | — | $348.00 |
Research project Venue shortlist for the autumn retreat, quoted separately | 1 | $320.00 | — | $320.00 |
Scheduling software subscription Paid on the client's behalf, at cost | 1 | $29.00 | — | $29.00 |
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Edit this template Free, no account, no watermark — download the PDF when you are done.
What to put on a virtual assistant invoice
- The retainer block and the hours used against it
- Overage hours as their own line, at the overage rate
- A short breakdown by category — inbox, scheduling, research, bookkeeping
- Subscriptions or purchases made on the client's behalf, at cost
- The period covered, since retainers rarely align with calendar months
- Unused hours and whether they roll over
Questions
Do unused retainer hours roll over?
Whatever your agreement says, put it on the invoice. Clients assume rollover unless told otherwise, and the month they discover it does not is the month they cancel.
How detailed should the task breakdown be?
Categories rather than a task log. A client who wanted a task log would have kept one; what they want from the invoice is confidence that the hours went somewhere sensible.
Guides for this job
- How to invoice for hourly workDetail, rounding and unexpected hours — billing time without inviting a line-by-line argument.
- When to invoice a clientUp front, by milestone, on delivery or on a schedule: picking the moment that gets you paid soonest.
- Invoice payment terms explainedNet 30, due on receipt, EOM and early-payment discounts — what each means and when to use it.
About the free invoice generator
Is this invoice generator really free?
Yes. There is no fee, no trial period and no watermark on the PDF. Nothing on this page requires a credit card.
Do I need to create an account?
No. Fill in the form and download the PDF directly — there is no sign-up and no login for this tool.
What file do I get?
A standard PDF, ready to attach to an email or print.
Can I add my own logo and bank details?
Yes. The seller section accepts a logo image and bank transfer details, which are printed on the invoice so your client knows how to pay you.
Is my data stored anywhere?
Nothing leaves your browser except when you download a PDF or save the invoice to an account. A draft is kept locally in your browser so it's still here if you come back, but there is no account behind this page and nothing is ever sent to our servers until you choose to.
Can I use this for any currency or country?
Yes. Choose any currency and country for either party — the totals and formatting follow your selection.
Ready to bill for it?
The template opens in the free invoice generator with these lines already on it. Change what you like, download the PDF.
To send it from an account, with a pay-by-card button on it, your first three invoices are free. Pricing the job before you bill it? Start with the free estimate generator.
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